Month-to-Date Revenue for March was $67,363.65. Month-to-Date Human Resources expenses were $20,810.38. Month-to-Date Operations were $40,719.41. Net Income for the month was $5,833.86. Year-to-Date Revenues were $642,660.29. Year-to-Date Human Resources expenses were $174,111.69. Year-to-Date Operations were $379,865.97. Year-to-Date net income was $88,682.63. The February revenues were $45,670.10. Smithfield’s February Revenues were $11,687.01. Selma’s February Revenues were $7,954.93. Kenly’s February Revenues were $1,956.55. Benson’s February Revenues were $566.20. T Godwin stated that the balance sheet was still in the black. Godwin stated that the cash flow would vary with extra expenses due to quarterly payments. Godwin also requested that the bureau move any funds above $250,000 in the current money market with KS Bank to CD’s. D Bailey-Taylor indicated that Tyson with the county finance office was researching best rates for this transfer.

Budget Discussion

T Godwin stated that the Executive Committee had met about the budget for 2012-13 with the following recommendations.

The Executive Committee discussed whether to open up the Capital Grants Program in 2012-13 or to continue to save money for the future building purchase. It was determined that it is important to maintain a safety net of three month expenses, as well as, continuing to set aside money toward a building fund. The bureau is presently in a three-year lease agreement with a renewal of three years. Based upon past revenues, the committee has brought forth the recommendation to open up the Capital Grants Program in the amount of $25,000 for one year. The Capital Grants guidelines would need to be reviewed before sending it out. J Godfrey wanted to commemorate the Executive Committee on this action. B Dixon stated the importance of maintaining reserves for the flexibility to pursue a land purchase provided the county will allow the Bureau to borrow money in the next 3-5 years.

The Executive Committee discussed the Visitor Bureau’s lack of visibility in all communities within the county and the need to move in a new direction to be more involved with all communities. The Executive Committee discussed canceling the contract with the Smithfield Selma Chamber of Commerce and shifting the monthly contract fee of $1,050 to enable the bureau to join all seven chambers as a “Champion” or “Gold” member and receive the benefits of these programs. This change would allow the bureau to maintain the current budget level. T Godwin stated that we now have Mr. Ellis in place to restock the gazebo and keep our local visitor information in the Lee House stocked. The change would allow the bureau to have a different relationship with all the chambers and not just Smithfield/Selma.

Godwin noted there was a meeting last week with himself, D Bailey-Taylor, K Brinson, Jason Narron, Chairman of SS Chamber, and Rick Childrey, Director of SS Chamber to discuss the possible cancellation of the contract between the Visitors Bureau and the SS Chamber. It was noted that the there needed to be a 60-day written notice to cancel or the agreement automatically renews each May. The agreement will stand for FY 12-13 based on this timing clause.

M Boyette stated that she would not want to lose the visitor room and gazebo at the Lee House. M Boyette felt the gazebo should be more of an interactive place where upcoming events could be promoted prior to the events by area chambers, like antique cars and mules there prior to events. This would bring some life to the gazebo and promote other communities of the county.

More discussion was had about the operational hours of the Lee House and services available. It was noted that the visitor center is not currently open on the weekend when the CPO sees a high increase in traffic. Discussion was also had about the possible use of kiosks within the CPO shopping area.

B Dixon motioned to accept the recommendation to open the Capital Grants in the amount of $25,000 for 2012-13 with an annual review based on revenues. J Godfrey seconded. Motion passed unanimously.

M Boyette motioned to continue the contract with the SS Chamber and write out what the bureau would like to see take place to make it more of a county visitor center. H Stump seconded. Motion was defeated 4 to 6.

P Boucher motioned to take out the automatic renewal clause in the contract with the SS Chamber. B Dixon seconded with a friendly amendment that the chamber be notified in writing and that the bureau began to explore options. Motion passed 8 to 2.

IV. Special Projects Committee – T Stewart

D Bailey-Taylor presented a request from the Clayton Rotary Club for a Special Event Grant for the upcoming Clayton Derby Day to be held on May 5, 2012.